Job Title: Office Coordinator (Development Operations & Administration)
Reports To: Chief Development Officer
Classification: Non‑Exempt
Supervisory Responsibilities: None
Date: 6/5/26
Our Mission: Grace Place puts faith into action, providing pathways out of poverty by educating children and families.
Position Summary
The Office Coordinator provides essential clerical, logistical, and administrative support that ensures the smooth daily functioning of the Development Department. This role manages repetitive and process‑driven tasks including mail handling, contribution documentation, acknowledgment preparation, event logistics support, and maintenance of physical and digital files. The Office Coordinator ensures accuracy, timeliness, and consistency in all administrative workflows, enabling development leadership and directors to focus on donor engagement, cultivation, and revenue generating activities.
Key Responsibilities
1. Administrative Operations & Coordination
- Manage daily administrative operations including mail, phones, scheduling, and office workflow alignment.
- Maintain and organize development calendars, including leadership meetings, committee meetings, and event timelines.
- Coordinate materials, logistics, and internal communication for development activities and initiatives.
- Ensure adherence to established administrative processes and timelines.
- Coordinate Development committee meetings
2. Donor Acknowledgment & Stewardship Support
- Execute acknowledgment processes including donor letters, tax receipts, and stewardship communications.
- Coordinate preparation and mailing of personalized outreach such as sympathy, holiday, and birthday communications.
- Support consistency and accuracy in donor-facing communications and documentation.
- Assist in maintaining stewardship plans and outreach schedules.
3. Records Management & Compliance
- Maintain accurate hard-copy and digital contribution records in alignment with IRS regulations and organizational policies.
- Manage filing systems for donor contributions, grants, and development documentation.
- Support audit readiness through organized recordkeeping and documentation practices.
4. Development Logistics & Event Support
- Coordinate logistics for events, mailings, and donor engagement activities, including vendor and attendee communication.
- Prepare acdirect mail campaigns and bulk mailing processes.
- Support pre- and post-event administrative needs including setup, breakdown, and follow-up materials.
5. Planning & Process Implementation
- Maintain and update operational plans including mailing outreach, acknowledgment, and stewardship schedules.
- Track and enter participant lists, donor categories, and engagement activities as assigned.
- Support prospect research, obituary tracking, home purchases, local demographic research and donor recognition updates.
Qualifications
- Associate degree preferred; Bachelor's degree a plus.
- 2–4 years of administrative, clerical, or office support experience, preferably in a nonprofit or development environment.
- Proficiency in Microsoft Office
- Proficiency in Raiser’s Edge (or similar CRM) required
Essential Physical Requirements
- Ability to remain physically active, move between buildings, assist with event setup/breakdown, and lift up to 40 pounds.
- Ability to sit, stand, bend, reach, and perform repetitive clerical tasks.
- Ability to communicate clearly with staff, volunteers, and visitors.
- Must demonstrate physical stamina and the ability to remain physically active, mentally alert, and maintain energy throughout extended shifts, including standing and moving for prolonged periods.
- Ability to frequently transition between sitting and standing, move quickly around offices, campus, event spaces, classrooms, and playgrounds, and work effectively both indoors and outdoors.
- Able to assist with setting up equipment and furniture as needed.
- Use hands and fingers effectively for typing and other fine motor tasks.
- Clearly see written materials and distinguish details at both close and far distances.
- Hear and distinguish voices and sounds sufficiently to communicate with staff, volunteers, children, and respond appropriately in emergency situations.
- Communicate clearly through spoken word with staff, volunteers, and students.
- Travel between locations, attend meetings/trainings, or transport materials (requires valid driver’s license, acceptable driving record, and active automobile insurance when driving is required).
- Reasonable accommodations will be considered in accordance with the Americans with Disabilities Act (ADA) to enable qualified individuals to perform these essential functions.
- Additional Eligibility Qualifications: Background check, fingerprinting required.
Reasonable accommodations will be considered in accordance with the Americans with Disabilities Act (ADA) to enable qualified individuals to perform the essential functions of the position.
Background Screening Requirement
All applicants must successfully complete required State and National background screening as a condition of employment prior to beginning work at Grace Place for Children and Families. Screening is conducted in accordance with applicable Florida law, including Chapter 435, Florida Statutes, and, when applicable, Chapter 408, Florida Statutes.
Background screening includes fingerprinting for FDLE and FBI criminal history checks and review through the Florida Care Provider Background Screening Clearinghouse. Employment is contingent upon receipt, review, and approval of screening results.
Clearinghouse
Clearinghouse | Florida Agency for Health Care Administration
Equal Employment Opportunity Statement
Grace Place values diversity in the workplace and among our partners and other stakeholders.
It is the policy of Grace Place to provide equal employment opportunities to all qualified employees and applicants on the basis of experience, training, education, and ability to do the available work without regard to race, color, religion, sex, national origin, age, disability, marital status, pregnancy, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employee activities. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity or age limitations will be adhered to by the company where appropriate.
Employees and applicants shall not be subjected to harassment, intimidation or any type of retaliation because they have (1) filed a complaint; (2) assisted or participated in an investigation, compliance review, hearing or any other activity related to the administration of any federal, state or local law requiring equal employment opportunity; (3) opposed any act or practice made unlawful by any federal, state or local law requiring equal opportunity; or (4) exercised any other legal right protected by federal, state or local law requiring equal opportunity.
The above-mentioned policies shall be periodically brought to the attention of supervisors and shall be appropriately administered. It is the responsibility of each supervisor of the company to ensure affirmative implementation of these policies to avoid any discrimination in employment. All employees are expected to recognize these policies and cooperate with their implementation. Violation of these policies could be considered a disciplinary offense.
Disclaimer
This job description is not designed to cover or contain a comprehensive list of duties or responsibilities. Duties may change at any time with or without notice.
